Resources

MSU Conference & Event Services

Summer Conference Housing Policies

On behalf of Conference Services, we are pleased that you have chosen Montana
State University for your accommodations. We have a wonderful and eager staff
on hand to provide assistance and make your stay an enjoyable one. We ask
that you please take a moment to familiarize yourself, as well as your participants,
with the following residence hall policies. Please feel free to contact any
of the Conference Services staff should you have any questions.

Enjoy your stay!

MSU Conference Services

I. Behavior

Respect the rights of all guests, appropriate and respectful behavior is
required at all times.

Noise

Excessive noise and failure to comply with
“quiet hours” will not be tolerated. Quiet hours are 9:00 p.m.
to 9:00 a.m. 7 days a week. Quiet hours will be enforced. All audio equipment
(including but not limited to radios, CD players, televisions) are to be
kept at a reasonable volume at all times.

Damages / Vandalism

A charge will be assessed for any damages to property or content of the
housing facilities by a group or individual participant. Charges will be
passed on to the contracted group or individual participant if not part of
a contracted group.

Harassment

Harassing behavior, which includes threat to others or their property, is
prohibited.

Sexual Harassment

Sexual harassment, which includes unwelcome sexual advances, requests for
sexual favors, or other verbal or physical conduct of a sexual nature, is
prohibited.

False Alarms

Tampering with or misuse of elevator alarms, emergency call buttons or calling
911 from an elevator phone, except in an emergency, is against the law and
will not be tolerated. Pulling a fire alarm, except in an emergency, or tampering
with fire equipment is against the law and punishable as a misdemeanor. University
Police will enforce these laws.

II. Illegal Substances

Alcohol

In compliance with Montana State Law and the Montana University System Board
of Regents, possession and consumption of alcohol is prohibited in all areas
except by individuals of legal age (21 years old) in private sleeping rooms.

Drugs

Montana State University does not tolerate drug use on campus.

III. Prohibited Substances/Equipment

Smoking

MSU buildings are smoke free. Visitors are required to be at least 25 feet
from a building when smoking.

Weapons

All weapons (including but not limited to guns, ammunition, explosives,
fireworks, knives, bows) are prohibited in residence halls.

Open Flames

Open flames (including but not limited to candles, incense, matches, oil
lamps, lighters) are prohibited in residence halls.

Street Equipment

For safety reasons, skateboards, rollerblades, motorized wheeled scooters
and skates are prohibited both in the residence halls and the exterior areas
of the buildings. Bikes are not allowed in the halls but may be parked
in the bike racks outside of the building.

Animals

Animals are not allowed in residence halls unless aiding a person with a
disability (Seeing-impaired dog).

IV. Common Areas

Cooking

Cooking is allowed only in kitchens designated for conference use. Policies
and kitchen access procedures are outlined at the appropriate residence hall
front desks. Failure to adhere to kitchen use policies will result in loss
of access. Cooking is not allowed in sleeping rooms or any other common areas.

Lounges

Public lounges are available for guest use. Lounges, conference rooms and
tutorials may be reserved for the exclusive use of a group by contacting
Conference Services.

Restrooms

Restrooms are communal and on each floor. When mixed genders are assigned
to a floor, restrooms will be marked gender specific by the use of signage
on the doors.

V. Reservations & Building Access

Check-in/Check-out Times

Check-in time is 1:00 p.m. and check-out time is 11:00 a.m. Special arrangements
must be in advance of the conference date to alter these times. If no previous
arrangements have been made, an additional night's charge will be assessed
for all reservations.

Lost or Damaged Keys

Guests are responsible for returning issued keys to the front desk at
the time of check-out. Any keys not returned by a contracted group will
be billed for all rekey or damaged key charges. Individual guests, not
part of a group, will incur rekey or damaged key charges at time of check-out.

Special Needs

Guests requiring special assistance or those needing additional assistance
during emergency situations are asked to notify Conference Services prior
to the arrival date or the desk clerk at the time of check-in.

Building EntryFor security reasons, front doors will be locked from 11:00 p.m. to
6:00 a.m. All other doors will be locked 24 hours a day. Front desks
will be staffed 24 hours a day and available to allow access to guests during
those hours. Only guests registered at a specific hall will gain access and
guests without proper identification will not be allowed to enter the hall.
Outside doors are not to be propped open for any reason at any time. Failure
to adhere to this policy may result in eviction.

Room Entry

The University respects the right to privacy of all guests. However, the
University reserves the right to enter a sleeping room at any time for safety,
health, welfare and maintenance purposes. Every effort will be made to give
prior notification for maintenance entries. Guests may not block or restrict
entry of any University official.

Room Cancellation

Cancellation of a partial or total room reservation must be received
by Conference Services at least 24 hours prior to arrival to avoid being charged
for one night's stay for all rooms in a reservation block. Individuals or groups
will be charged for the entire reservation for any rooms not released by
5:00 p.m. on the arrival date.

Room Occupancy/ Capacity

Sleeping rooms are arranged for single or double occupancy. Rooms are to
be occupied only by guests for whom they are reserved. Room reservations
are not transferable. The maximum number of guests in a room is not to exceed
the number of beds placed in a room at the time of check-in. An exception
to this policy is when a child under the age of 6 is one of the guests. In
this case, the maximum number will increase to the number of beds plus one.
Violations will result in additional charges or possible eviction.

The University does not assume liability for the loss or damage of the personal
property of the guests in a residence hall. For safety and security reasons, guests are advised to always lock
sleeping rooms doors even while occupied or in the restroom.

VI. Emergency Procedures

Fire Alarms

Evacuation during fire alarms is mandatory. Guests are required to vacate
sleeping rooms or common areas and exit the building during a fire alarm
or other emergency evacuation. Chaperones of children under the age of 18
are responsible for the evacuation and accountability of those minors. Conference
staff will not enter and evacuate each room. Guests must follow & comply
with all posted fire and safety signs.

Violations to any of the above policies
may result in action from the University Police and/or eviction from the
residence hall.

VII. Groups with Child Participants

All conferences or camps that will house participants under the age of
18 in the MSU residence halls must abide by the following additional rules.
(Conference and camp coordinators receive a copy of these rules prior to
arrival and must sign with acceptance to follow.)

All groups must provide adequate adult supervision of
the children. MSU has only a minimal staff during the summer months and
provides no supervision services. To assure adequate supervision, each
group must have one (1) adult chaperone for each ten (10) participants
under the age of 18. A list of chaperones must be provided by the group
at check-in or prior to arrival. Chaperones in the ratio of 1:10 must stay
with the participants in the Residence Hall and must be present from the
time the first child participant arrives until the last child participant
departs.

The group must identify a Primary Chaperone who will
be the liaison with the Conference Housing staff. This person must attend
an initial meeting with the Conference Housing staff upon arrival.

The group chaperones must establish an on-call schedule
for chaperones that will identify the chaperone that will be available
in case it is necessary for the Conference Services personnel to contact
someone. A copy of the schedule must be given to the Conference Housing
staff at check-in.

The chaperone on duty is to remain in the Residence
Hall so long as any participant under the age of 18 is in the Residence
Hall. If the chaperone will be away from his/her room, a telephone number,
cellular phone number, pager, or other means of communication will be provided
to Conference Housing staff so that the chaperone may be contacted if needed.
It is the responsibility of the group to arrange for adequate means of
communication with the chaperone on call.

The Primary Chaperone is responsible for educating the
chaperones and the participants on the Residence Hall and University rules
and regulations and evacuation procedures in the event of an emergency.
Chaperones must be prepared to organize the orderly evacuation of their
participants if an emergency should arise. It is recommended that each
chaperone be assigned particular children for whom they are responsible
to safely evacuate in the case of an emergency evacuation.

Chaperones are required to enforce the Residence Hall
and University rules and regulations, and assist Conference Housing staff
in check-in/check-out procedures, collection of any lost/bent key charges
and damage charges, and enforcement of rules.